Total 161 Administrative / Clerical job vacancies in Coventry, CV1 4FH

A Vacancy at University Hospitals Coventry and Warwickshire NHS Trust.


An exciting opportunity has arisen for an enthusiastic individual with excellent administrative and communication skills to apply for the position of Administration Specialist for the Integrated Discharge team at University Hospitals Coventry & Warwickshire (UHCW) NHS Trust.

The post-holder will work closely with the clinical staff within the Integrated Discharge team, supervise junior staff and provide key support to the service manager organising meetings, managing the diary and producing key reports for the service alongside day-to-day data collection.

Excellent communication, organisation and administration skills are essential to ensure the effective and efficient management of patient information related to discharge pathways. This role within the Integrated Discharge Team is pivotal to supporting hospital flow in an extremely busy environment, ensuring electronic systems are accurately updated, ordering equipment and liaising with out of area organisations for up to date discharge plans.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

The post holder will work closely with community organisations and oversee the progress chase data base. The post holder will act as a key point of contact for community partners, ward staff and patients families, sign posting and answering queries related to referrals and discharge plans.

Knowledge and experience of the NHS is desirable but not essential. The post holder will have access to on the job training.

The post will involve effective time management, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel; arranging meetings/events; composing and transcribing minutes proactively ensuring action points are raised and completed; preparation of correspondence and reports; effective management of the office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationery levels and assessment/referral paperwork is maintained, processing orders as required.

The post holder will be required to undertake project work as directed, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensure all relevant data is collected and input accurately in line with Trust guidelines. Share ideas for potential service improvement.

Please be advised that interviews are proposed for 09th August 2024

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence® designated organisation – please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.



1. To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.

This will include liaising and effectively communicating at all levels using written, oral and electronic methods. Using tact and sensitivity to deal with difficult issues.

2. To ensure, wherever possible, that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary.

This will require effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription; manipulation and distribution of appropriate correspondence.

3. To ensure the effective organisation of all patients referred to CWPT, ICB, Social Care, AMHAT and IDT sending copies of referrals to the external organisations abiding by their processes and policies.

This will require effective collaboration with external agencies, logging all referrals, informing referrers of any rejected referrals and ensuring progress chase is updated and accurate abiding by data protection laws.

4.The post holder will demonstrate and explain Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times. Provide cross-cover on a reciprocal basis in the absence of colleagues and have supervisory responsibility for Band 2/3 admin team members with the support of the Integrated Discharge Team Leaders.



For further details of the role please see the attached job description.


This advert closes on Tuesday 30 Jul 2024

1. To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained. This will include liaising and effectively communicating at all levels using written, oral and electronic methods. Using tact and sensitivity to deal with difficult issues. 2. To ensure, wherever possible, that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary. This will require effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription; manipulation and distribution of appropriate correspondence. 3. To ensure the effective organisation of all patients referred to CWPT, ICB, Social Care, AMHAT and IDT sending copies of referrals to the external organisations abiding by their processes and policies. This will require effective collaboration with external agencies, logging all referrals, informing referrers of any rejected referrals and ensuring progress chase is updated and accurate abiding by data protection laws. 4.The post holder will demonstrate and explain Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times. Provide cross-cover on a reciprocal basis in the absence of colleagues and have supervisory responsibility for Band 2/3 admin team members with the support of the Integrated Discharge Team Leaders. For further details of the role please see the attached job description.

Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collected and input accurately in line with Trust guidelines. This will include iPM and CRRS Provide appropriate cover in the absence of other members of the team Continually contribute to patient and business improvement Agendas Share ideas for potential service improvemen For further details of the role please see the attached job description.

1. To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained. 2. To ensure, wherever possible, that all clinical documentation is up-to-date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary. This will require: effective collaboration with all relevant personnel to maintain an efficient administrative system: prompt transcription, manipulation and distribution of appropriate correspondence. 3. To ensure the effective organisation of all patients under the care of the consultant and his/her team in accordance with Local and National policy and targets. This will require effective collaboration with: the Booking Centre and Patient Access Team and General Managers to monitor the utilisation and effectiveness of outpatient clinics, ensuring that established Patient Access Policy and procedures are adhered to; Theatres, Diagnostic and Ward teams to ensure that the elective care pathway for all patients is seamless and sensitive to their needs. 4. To implement and maintain an efficient office management system/procedures to enable the consultant and his/her team to optimise their patient care services. This will require: effective management of the consultants time, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel; arranging meetings/events; composing and transcribing minutes proactively ensuring action points are raised and completed, preparation of correspondence and reports; effective management of the consultants office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationary levels are maintained, processing orders as required. 5. To continually contribute to patient and business improvement Agendas. This will require: undertaking any project work as directed, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensuring all relevant patient data is collected and input accurately in line with Trust guidelines. These systems may include EPR, mmodal, etc. Share ideas for potential service improvement. 6. To support team members. This will require: demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times; providing cross-cover on a reciprocal basis. For further details of the job role please see attached job description.

For more information on this role please see the attached support information. This will give you a better overview of the role and requirements.

As a Medical Secretary in Diabetes & Endocrinology you will provide a specialised, comprehensive and confidential patient centred clinical administration and secretarial service to Diabetes & Endocrinology Consultants and their teams in accordance with Departmental, Trust and National standards, policies and procedures. To act as a source of advice and guidance regarding the specialism.

An ideal candidate for this position should have excellent customer service, effective and timely resolution of queries received and
ability to support the Trust in providing quality care to its patients.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

1. To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.

2. To ensure, wherever possible, that all clinical documentation is up-to-date, in an orderly manner and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary. This will require: effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription, manipulation and distribution of appropriate correspondence.

3. To ensure the effective organisation of all patients under the care of the consultant and their team in accordance with Local and National policy and targets. This will require effective collaboration with: the Booking Centre and Patient Access team to ensure the waiting list is up-to-date and accurate at all times; Outpatient Access team and General Managers to monitor the utilisation and effectiveness of outpatient clinics, ensuring that established Patient Access Policy and procedures are adhered to; Theatre, Diagnostic and Ward teams to ensure that the elective care pathway for all patients is seamless and sensitive to their needs.

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence® designated organisation – please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care.

We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

1. To implement and maintain an efficient office management system/procedures to enable the consultant and his/her team to optimise their patient care services.

This will require:
• effective management of the consultant’s time, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel;
• arranging meetings/events; composing and transcribing minutes proactively ensuring action
• points are raised and completed, preparation of correspondence, audio typing, general typing and reports;
• effective management of the consultant’s office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems;
• ensuring office equipment and stationery levels are maintained, processing orders as required.

2. To continually contribute to patient and business improvement Agendas.

This will require:
• undertaking any project work as directed, including obtaining information;
• from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensuring all relevant patient data is collected and input accurately in line with Trust guidelines. These systems may include PMS (iPm from June 2007), CRRS and other systems as required. Share ideas for potential service improvement.

3. To support team members.

This will require:
• demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times;
• providing crosscover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required.



For further details of the job role please see attached job description.


This advert closes on Thursday 25 Jul 2024

Maintain an efficient and comprehensive administrative service, providing support to the departments and other team members as requested. Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collected and input accurately in line with Trust guidelines. Collate, input and monitor department documentation and information to assist with the production of monthly reports for the department Responsible for the dissemination of all relevant information to departments, external and internal users (e.g. dissemination of minutes, memos) Assist with training new team members in Trust operational systems and department procedures Responsible for ordering stationery and other equipment whilst monitoring and maintaining stock levels using Integra system. Responsible for the receipt and distribution of incoming/outgoing post and action accordingly. Prioritise daily tasks to achieve timescales set Act as first point of contact for complaints within the department, dealing with them accordingly and in line with Trust policy and values and departmental standards. Provide appropriate cover in the absence of other members of the team Organise and monitor patient transportation, liaising with West Midlands Ambulance Service. Continually contribute to patient and business improvement Agendas. Share ideas for potential service improvement. For further details of the role please see the attached job description.

A Vacancy at University Hospitals Coventry and Warwickshire NHS Trust.


Administrative Team Leader (Band 4) - Pharmacy Homecare and High Cost Drugs

The Pharmacy department at UHCW NHS Trust is looking for an experienced, dynamic, enthusiastic, highly motivated, Administration Team Leader to join our busy Pharmacy Homecare and High Cost Drugs Team.

The Pharmacy Homecare and High Cost Drugs Administration Team leader leads and manages the pharmacy homecare and high cost drugs administration team and supports the Lead Pharmacist and Lead Technician for High Cost Drugs and Homecare to ensure that a comprehensive administrative service is provided.

The administration team plays a key role in liaising with patients, healthcare professionals, homecare service providers and other trust departments to provide high quality care and service to all patients.

**Interviews for this post are due to take place 12th August 2024**



Candidates must have excellent organisational, communication and interpersonal skills, experience of minute taking and agenda management, good working knowledge of Microsoft Office applications and work well under pressure.

Candidates must have the appropriate administrative experience to work closely with the existing team structure and offer the skills to support the further development of the service. They will be innovative with their vision in developing their team. They will also work efficiently by empowering staff and showing good leadership and coaching skills.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence® designated organisation – please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Communication

1.Excellent interpersonal skills and able to communicate a range of complex or sensitive information effectively with staff, service users and stakeholders for example enquiries, via virtual calls, telephone or email.

2.Be sympathetic and sensitive to the requirements of staff, service users and stakeholders when communicating by telephone or face to face, including dealing with a difficult situation, e.g. during times of conflict and aggressive or demanding behaviour.

3.Provide effective problem solving face to face, via virtual calls and telephone.

4. Attend HC safety huddles / departmental meetings and contribute to building effective teamwork in exchanging views and ideas and communicating effectively.

5.Communicate work procedures, motivating departmental staff to achieve objectives.


Analytical and Judgemental Skills / Freedom to Act

1. Be able to develop, implement and review working practices. Review, analyse and initiate changes to current systems and procedures to improve service delivery.

2.Work unsupervised on a daily basis, liaise regularly with team members and feeding back to the Senior technician – Homecare and High Cost Drugs

3. Ability to recognise situations that should be referred onto the Senior Technician – HC and HCD or appropriate member of the HCD/HC Team and take prompt and appropriate action.

4.Ability to investigate a variety of issues and propose appropriate solutions following Trust Guidance.

5.Deal with complex enquiries, practicing confidentiality at all times.

6.Identify and promote best practice and innovation to improve efficiency and productivity



For further details please see job description attached.


This advert closes on Wednesday 24 Jul 2024

Communication 1.Excellent interpersonal skills and able to communicate a range of complex or sensitive information effectively with staff, service users and stakeholders for example enquiries, via virtual calls, telephone or email. 2.Be sympathetic and sensitive to the requirements of staff, service users and stakeholders when communicating by telephone or face to face, including dealing with a difficult situation, e.g. during times of conflict and aggressive or demanding behaviour. 3.Provide effective problem solving face to face, via virtual calls and telephone. 4. Attend HC safety huddles / departmental meetings and contribute to building effective teamwork in exchanging views and ideas and communicating effectively. 5.Communicate work procedures, motivating departmental staff to achieve objectives. Analytical and Judgemental Skills / Freedom to Act 1. Be able to develop, implement and review working practices. Review, analyse and initiate changes to current systems and procedures to improve service delivery. 2.Work unsupervised on a daily basis, liaise regularly with team members and feeding back to the Senior technician Homecare and High Cost Drugs 3. Ability to recognise situations that should be referred onto the Senior Technician HC and HCD or appropriate member of the HCD/HC Team and take prompt and appropriate action. 4.Ability to investigate a variety of issues and propose appropriate solutions following Trust Guidance. 5.Deal with complex enquiries, practicing confidentiality at all times. 6.Identify and promote best practice and innovation to improve efficiency and productivity For further details please see job description attached.

Providing effective reception support within a busy out-patients service, dealing with patient facing and clinical team queries, managing complex phone queries and providing comprehensive message taking. Accurate data inputting/management of our electronic care records system (Carenotes), managing clinic room bookings, sending appointment letters, scanning, uploading, printing, as well as other general day to day admin duties and the ability to exercise judgement and work unsupervised to meet deadlines. Skills and Experience: Knowledge and experience of Microsoft Office systems is essential whilst training will be provided for in-house systems and processes such as Carenotes, etc. You may be required to travel to attend training, for which travel expenses would be paid.

The role is pivotal in line managing admin support across the site; therefore it is essential you have previous experience of line managing staff and you also need to be competent in delivering advice and support to staff. You will be expected to use your own initiative and able to work unsupervised, undertaking specific project work as necessary. You will be expected to plan and manage a range of complex duties, organise own work and that of others to meet deadlines and respond professionally to enquires both internally and externally to the organisation. You must be able to build effective working relationships, be approachable and accessible to support the Senior Admin Lead in terms of effective management/use of admin support, buildings and the provision of services from them. This is an excellent career development opportunity for a self-motivated and enthusiastic individual who wishes to pursue a management career in the NHS.

You will support the standardisation of admin support across the Trust to improve the efficiency and effectiveness of the admin support received by clinical services. We are looking for individuals with a positive approach to change who are supportive of service improvements and able to build effective working relationships, be approachable and accessible with a flexible approach to work.We will require a well organised individual who is able to empathise with our service users and be able to deal with sensitive enquiries in a confidential manner. Knowledge and experience in customer care would be an advantage.Applicants will need to be computer literate in Word, Excel and Outlook with excellent accuracy in data input. Experience of minute taking is essential as you will be required to attend Professional and Safeguarding meetings to take minutes. You must have the ability to multitask, manage and prioritise your own workload and be able to work on both your own initiative and as part of a team. We are looking for individuals with a positive approach to change who are supportive of service improvements and able to build effective working relationships, be approachable and accessible with a flexible approach to work. This is an excellent career development opportunity for a self-motivated and enthusiastic individual who wishes to pursue an administrative career in the NHS.

Please see attached the job description and person specification for the main responsibilities associated to the role.

Admin Support Post - Band 3

37.5 hours per week, Monday - Friday

This is an exciting opportunity to join the Learning Disability and Autism Clinical Commissioning Team in an admin support role. The role involves working with a wide range of health, social care and third sector organisations, and is a great opportunity for an individual to join a team at the centre of a high profile and important programme of work, improving lives for people who have a Learning Disability or who are Autistic.

The post holder will support the Trust and Integrated Care System’s commitment to deliver the ambition of the national learning disabilities and autism programme (previously referred to as Transforming Care (TCP)) through ensuring people, adults, and children, are supported in the most appropriate setting to meet their needs.

The Team will have a focus on supporting people to discharge from specialist hospital placements into the community, or into the least restrictive environment, therefore reducing the number of people who have a learning disability and/or autism who are in specialist hospitals.
• Support the team by providing a range of administrative support to clinical and non-clinical team members adhering to procedures and processes within service timescales, whilst operating within a busy and demanding environment.
• Supervise the day-to-day workload of Band 2 Admin Support staff
• Maintain spread sheets and databases including the production of regular information reports.
• Be responsible for organising and servicing meetings / events as required, including room bookings, taking accurate notes, transcription, and circulation as appropriate.
• Procurement - order stationery, supplies, and equipment stock
• Use own initiative to meet tight deadlines.
• Provide flexible administrative and clerical cover as required. This might occasionally involve working at another base in the Coventry and Warwickshire partnership footprint.
• Oversea an effective initial assessment outpatient system and act as point of contact in relation to cancelling and re-arranging outpatient appointments

At Coventry and Warwickshire Partnership NHS Trust (CWPT), we deliver a wide range of physical, mental health, learning disability and autism services, and are proud to serve communities across Coventry, Warwickshire and beyond.

We put ‘people at our heart’; this ethos is at the centre of everything we do and how we do it. We care for our staff and colleagues as much as they care for others and offer a wide range of benefits and development opportunities.

These include:
• generous annual leave entitlement which increases during your time with us
• excellent learning and development opportunities, including apprenticeship frameworks, distance learning, internal training, coaching and mentoring, and much more
• salary sacrifice schemes for lease car/ vehicle, Cycle to Work, home and electronics, gym membership and more
• discounts with a range of retailers, restaurants and entertainment venues through our Employee Assistance Programme and NHS discount schemes
• wellbeing support, including an in-house counselling service, external helpline and more
• staff networks and support groups

We’re always on the lookout for people who share our passion for improving the lives and wellbeing of people in our community, as well as our values of compassion, collaboration, excellence, integrity and respect.

For more information on this role please see the attached support information. This will give you a better overview of the job role and requirements.




This advert closes on Thursday 18 Jul 2024

For more information on this role please see the attached support information. This will give you a better overview of the job role and requirements.